CCS Operations, Disaster Response & Recovery Services Request For Proposals,...

Agency:	Cumberland County Schools
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Feb 26, 2024
Due Date:	Mar 27, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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RFP # 173‐24031 – DISASTER RESPONSE AND RECOVERY SERVICES

Request for Proposals

RFP # 173-24031

Disaster Response and

Recovery Services

Issue Date: February 26, 2024

Proposals Due: March 27, 2024

Cumberland County Schools Operations Center

Phillip Perry

810 Gillespie Street

Fayetteville, NC 28306

Phone: (910) 678-2551

phillipperry@ccs.k12.nc.us

Cumberland County Schools

Request for Proposals

(RFP # 173‐24031)

RFP # 173‐24031 – DISASTER RESPONSE AND RECOVERY SERVICES

DISASTER RESPONSE AND RECOVERY SERVICES

REQUEST FOR PROPOSAL

NOTICE IS HEREBY GIVEN TO PROSPECTIVE PROPOSERS that on March 27, 2024 at 2:00 p.m. the

Cumberland County Board of Education (the “School District” or “School Board”) will open sealed

proposals for the following:

RFP # 173‐24031

Disaster Response and Recovery Services

The Specification and Proposal documents are available on the district website at

https://www.ccs.k12.nc.us/Page/5102 or by contacting the CCS Operations Department, Attn:

Phillip Perry, 810 Gillespie Street, Fayetteville, NC 28306.

Questions regarding the proposal should be directed by e‐mail to Phillip Perry, Director of

Maintenance ‐ at phillipperry@ccs.k12.nc.us .

From time to time, addenda may be issued to this solicitation. Any such addendum will be posted on

https://www.ccs.k12.nc.us/Page/5102. You should periodically check the website to download any

addendum which may have been issued. The Addendum Acknowledgement must be submitted with

the proposal.

Two hard copies and one digital copy in Adobe PDF format on a flash drive of the Proposal should

be submitted within a sealed envelope clearly marked with the words Cumberland County Schools

RFP # 173‐24031 – Disaster Response and Recovery Services to the CCS Operations Department, Attn:

Phillip Perry, 810 Gillespie Street, Fayetteville, NC 28306. All proposals must be received by the

date/time listed in the bid timeline within. No waivers shall be allowed for proposals which have

not been submitted by the deadline date.

The Cumberland County Board of Education reserves the right, at its sole discretion, to accept or

reject any and all proposals and to waive informalities when it is in the best interest of the Board to

do so.

All proposals must remain valid for a period of ninety (90) days or until the Cumberland County Board

of Education approves the contract. The School Board will automatically reject the response of any

person or affiliate who appears on the debarred vendor list prepared by the North Carolina

Department of Administration.

Recommendation to the Cumberland County Board of Education will be based upon a proposal(s)

that represent the best interest of the District and award of the contract will be deemed by the Board

to be in the best interest of Cumberland County Schools.

Minority‐owned and women‐owned enterprises are encouraged to submit proposals in response to

this solicitation and will not be discriminated against on the grounds of race, color or national origin

in consideration for an award of any contract entered into pursuant to this advertisement.

RFP # 173‐24031 – DISASTER RESPONSE AND RECOVERY SERVICES

SCOPE OF WORK

I. PURPOSE

The Cumberland County Board of Education is issuing a Request for Proposals (RFP) from

firms licensed to do business in North Carolina interested in being considered for award of

a professional services contract for Standby Contract for Disaster Recovery Services in the

event of a manmade or natural disaster in the Cumberland County School District (CCS) on

an as-needed basis. This RFP and resulting agreement covers all buildings, facilities and

property of the School District. CCS does not guarantee quantity of services or usage of

vendors selected. Services from approved vendors will completely be dependent upon the

needs of the District.

II. ELIGIBILITY TO BID

Bidders who do not meet the following qualifications will not be considered.

1. Licenses: Proposers must be authorized to do business in the State of North

Carolina and must possess all required registration(s), certification(s) and

license(s) to perform the work outlined within in accordance with all applicable

North Carolina Statutes, ordinances, regulations, and/or Board Policies.

2. Insurance: Proposers must provide evidence of insurance coverages in the

amounts specified under the section titled INSURANCE below, as well as possess the

ability to have CCS named as an additional insured, if awarded.

3. Debarment: Pursuant to School Board Policy, Contractor Debarment Procedures,

debarred contractors are excluded from conducting business with the Board as

agents, representatives, partners and associates of other contractors,

subcontractors or individual sureties.

4. Terminated Contracts with CCS: Any firm or individual whose contract or

agreement has been terminated by the Board within three (3) years of the RFP

Response due date, with cause, will not be considered under this bid.

III. GENERAL REQUIREMENTS

1. Although the primary focus of this service shall be to respond to the two categories

of emergency work that are defined by the Federal Emergency Management Agency

(FEMA) as having specific eligibility for reimbursement which are identified as 1)

Category A – Debris Removal, and 2) Category B – Emergency Protective Measures,

the firm may be requested to respond to other FEMA defined categories of

emergency work or for non-declared emergency clean-up and restorative services

as may be required by the District.

RFP # 173‐24031 – DISASTER RESPONSE AND RECOVERY SERVICES

2. These services will not be authorized until such time as a Notice to Proceed has

been issued to the lowest, responsive, responsible bidder to whom a contract is

awarded, in the event of a natural or manmade disaster. The successful bidder shall

provide under one contract all superintendence, labor, tools, equipment, materials,

transportation, and all other facilities and incidentals of every description, to

perform all work required for emergency disaster recovery services under this

standby contract subsequent to a natural or manmade disaster that affects the

property owned, or administered, or under the control of the Cumberland County

School Board. All work shall be performed in an acceptable manner and in

accordance with the requirements of these Contract Documents, in strict

conformity therewith, and to the satisfaction of the Board. The Proposer shall

certify that their company is licensed with a Specialty in Non-Hazardous and

Hazardous Waste Treatment and Removal. Proposer must submit a copy of the

license with the proposal and be in good standing with the State regulatory body.

3. The successful contractor’s appropriate representative shall physically report to

the District’s Maintenance Office, or other location as directed, within twelve (12)

hours after notification of need. Performance shall be deemed as the

commencement of services within twenty-four (24) hours of issuance of Notice to

Proceed. The Contractor shall provide for the provision of personnel, equipment,

plans, procedures, and other materials and capabilities necessary for both pre-

disaster and post disaster situations, as ordered or on an as needed basis.

4. The contract for services is summarized as follows. The Board extends an Invitation

to Propose for a Standby Contract for Disaster Response and Recovery Services.

These services will not be authorized until such time as a contract has been

awarded by the Board and a Notice to Proceed has been issued. Contractor shall be

capable of providing a range of related services as described below in the SCOPE

OF SERVICES in the event of a natural or manmade disaster that affects the property

owned, or administered, or under the control of the Cumberland County Board of

Education.

IV. SCOPE OF SERVICES shall include, at a minimum, the following elements:

1. INITIAL INSPECTION – Contractor is to provide a detailed inspection protocol for

assessing and identifying structural damage or conditions (water intrusion,

window damage, leaks, etc.) that must be addressed to thoroughly remediate

existing mold and to prevent its reoccurrence. This is to include bulk material

samples and interior wall cavity samples where and when necessary. The results of

such testing should be immediate or within such a time period as to not

unnecessarily delay informed decisions regarding treatment procedures.

2. CLEARING AND/OR REMOVING DEBRIS AND WASTE – Contractor shall assess the

interior of the designated Board facility initiate for service and remove or have

removed any debris that inhibits or contributes to the damage of that facility or

impedes the contractor’s efforts to begin servicing the facility. All debris shall be

disposed of in accordance with the current required standards.

RFP # 173‐24031 – DISASTER RESPONSE AND RECOVERY SERVICES

3. DOCUMENTATION MANAGEMENT AND SUPPORT – The Contractor shall assist the

School District in preparation of FEMA, State, and private agency reports for eligible

reimbursement, including training of School/Department employees and review of

documentation prior to submittal. The contractor should provide in the description

of services how you track and account for employee time and expendables used in

disaster recovery incident(s). The Contractor shall work closely with State and

County Emergency Management, FEMA, and other agencies to ensure that all

supporting data and documentation meet each agency’s requirements for

reimbursement eligibility.

4. OTHER EMERGENCY RESPONSE & DISASTER RECOVERY SERVICES

a. The Contractor shall provide their typical program approach to Fire, Flood or

Disaster Restoration, stating the responsibilities of each of the key participants

(such as):

i. Project Manager – responsibility, control and on site decision making

authority.

ii. Site Environmental and Safety Officer – responsibility for the health and

safety, authority (who he reports to), etc.

b. At minimum, the scope of services required to be provided by the selected firm

or firms are: To provide Fire, Flood, or Disaster Restoration services for all

emergency and long term final repairs.

c. These services shall include but are not limited to the following and the

protocols for the performance of these services shall be described in detail in

the vendor’s proposal:

All labor, materials and equipment necessary to clean and restore the

structure and contents.

ii. General instructional services at no added cost to MCSD regarding fire

and/or flood planning restoration with respect to the covered services.

iii. Provide 24/7 response and services.

iv. Perform a thorough physical survey and inspection to evaluate all

damages to contents and structures including the presence of odor,

water, and other water damages; in the event of a fire: odor, soot, ash and

other fire elements.

v. Provide on-going digital photos and/or digital video as a baseline record

and of work progress.

vi. Provide written/electronic scope of damages.

vii. Provide a written/electronic detail itemized estimate of damages.

viii. At own cost and expense, assume responsibility in accordance with all

applicable laws, of any all leaks or spills, and other emergencies

occurring in connection with performance of covered services, if leaks or

spills, including leaks or spills of hazardous substances, occur at the

worksite that is not in connection with contractor’s performance of

CCS Operations, Disaster Response & Recovery Services Request For Proposals, RFP # 173-24031, Bid Closes March 27, 2024

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